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HomeMy WebLinkAbout2008-08-05; City Council; 19533; Authorization To Purchase Police SedansCITY OF CARLSBAD - AGENDA BILL AB# 19,533 MTG. 8/05/08 DEPT. PW/GS Al ITWORI7ATIOM TO PI IRPHAQP RPPI APPMPNTAU I nvJKI£A I IUIN I U rUKUrlAot: Ktr LAUtlVltirM I POLICE PATROL SEDANS DEPT. HEAD ^/^f/ CITY ATTY. /$£- CITY MGR. \jJ^^ RECOMMENDED ACTION: Adopt Resolution No. 2008-224 patrol sedans from Villa Ford. ITEM EXPLANATION: authorizing the purchase of six (6) replacement police Staff is requesting that six (6) new Crown Victoria police patrol sedans be purchased from Villa Ford. One vehicle is slated to replace and downsize unit A782 from a 4-wheel drive SUV to a sedan. Five additional units are slated to replace police patrol sedans. The units tentatively scheduled for replacement include units A946, A947, A949, A893, and A969. These vehicles have all exceeded the three year guideline for replacement and are expected to reach or exceed the mileage guideline in the current fiscal year. Traditionally, the Fleet Operations staff meets with the Police Department liaison at the time of vehicle delivery to make a final determination of the actual vehicles that are replaced. The final replacements are determined by the vehicle age, mileage, vehicle condition, anticipated future major repairs, and maintenance cost history. Police sedans are only produced by the manufacturer for a limited time each model year. Lead times between ordering and actual delivery can be several months. Deferment of the actual replacement vehicles until delivery allows the City to replace the police sedans that are most in need of replacement due to the above-mentioned criteria. At the time of replacement, the replaced vehicles will be stripped of all reusable specialty equipment, retired from the fleet, and sent to auction. Funds are appropriated in the Fiscal Year 2008-09 Fleet-Vehicle Replacement Budget for the purchase of six (6) police patrol sedans that will meet or exceeded the age and mileage requirements of the City's vehicle replacement program. Section 3.28.090 of the Carlsbad Municipal Code allows the Purchasing Officer to purchase equipment through cooperative purchasing programs with other public agencies when the agency has made its purchase in a competitive manner. In December of 2005, the City of San Diego received 9 bids for 115 police patrol sedans. The lowest responsive bid of $23,319 per vehicle (base vehicle plus specifications, after discount terms of 10% if paid within 20 days of invoice), was submitted by Villa Ford. The City of San Diego and Villa Ford exercised the option to renew their agreement for another term ending on 12/06/2009. This bid included a public agency clause, allowing other governmental agencies to purchase like units under a cooperative purchasing arrangement. As in previous years, staff recommends ordering our vehicles with additional options not included on the San Diego vehicles. The options include: keyed alike key code, power pedal adjust, rear door locks/handle inoperable, anti-lock brakes, and power windows (DIP switches only). Our price per vehicle (base vehicle plus specifications, after discount terms of 10% if paid within 20 days of invoice) with the additional options is $25,873 including tax. DEPARTMENT CONTACT: Dale A. Schuck, (760) 802-5788, dschu@ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED V D D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES D D D D Page 2 ENVIRONMENTAL IMPACT: Procurement of equipment is not a project and is, therefore, exempt from the environmental review process under provisions of the California Environmental Quality Act (CEQA). FISCAL IMPACT: Staff requests that City Council approve the purchase of the vehicles. Sufficient funds are available in the Fleet-Vehicle Replacement fund to fully-fund the appropriation request. EXHIBITS: 1. Resolution No. 2008-224 authorizing the purchase of six (6) replacement police patrol sedans from Villa Ford. r.i>f f I RESOLUTION NO. 2008-224 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, AUTHORIZING THE PURCHASE OF SIX (6) REPLACEMENT POLICE PATROL SEDANS. 4 WHEREAS, $218,000 was previously appropriated to the Fiscal Year 2008-09 5 Fleet-Vehicle Replacement Budget for the purchase and outfitting of six (6) replacement police 6 patrol sedans; and 7 WHEREAS, the Fleet Superintendent has reviewed the overall condition, maintenance 8 history, future maintenance needs, and determined it is in the best fiscal interest of the City to 9 replace six (6) police patrol sedans; and 10 WHEREAS, Section 3.28.090 of the Carlsbad Municipal Code provides that the City may 11 participate in cooperative purchasing programs with other public agencies; and 12 WHEREAS, the City of San Diego used formal bidding procedures to establish the cost 13 of procurement of police patrol sedans, which included a clause allowing other public agencies to 14 procure equipment as awarded by the City of San Diego; and 15 WHEREAS, the City has procured a quote from Villa Ford to provide six (6) new police 16 patrol units in accordance with the cooperative purchasing clause for the bid awarded by the 17 City of San Diego. 18 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 19 California, as follows: 20 1. That the above recitations are true and correct. 21 2. That the Fleet Superintendent is authorized to initiate a purchase order with Villa Ford for the purchase of six (6) replacement police patrol sedans. ^O ///24 25 /// 26 27 "I 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 5th day of August. 2008, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard, Nygaard NOES: None ABSENT: None ATTEST: